REQUEST FOR QUALIFICATIONS Regional STP Gate and … · Provide Bid Security in amount of 10% of...

REQUEST FOR QUALIFICATIONS Regional STP Gate and Fencing Upgrades

RFQ Number: 19-21 Closing Date & Time: July 4, 2019 - 2:00 pm

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1. BACKGROUND The Engineering and Public Works Section (EPW) of the Municipality of the County of Kings (Municipality) is seeking to identify interested and qualified contractors to design and construct an automatic gate at the Regional Sewage Treatment Plant located at 221 Jones Road, New Minas. This project also includes an allowance for repairs to the existing page wire fence around the facility. 2. REQUIREMENTS This project involves the design and construction of an automatic gate that will be operated by key fobs. A plan of the project site including the location of the gate is shown in Figure 2-1:

Figure 2-1. Plan of Project Site



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Automatic gate requirements:

The automatic gate shall be installed at the existing location of the gate near the Regional Laboratory building (see Figure 2-2).

The gate opening shall be a minimum of 20ft wide.

The gate must be operable from both sides via mounted readers.

The gate operator shall be compatible with the existing key fobs system used by the Municipality.

The gate shall include an option for remote access via cell phone.

In the event of a power failure, the gate must be able to be opened manually by Municipal staff and left open until power is restored.

It shall be the responsibility of the contractor to arrange for electrical connections and inspections for this project.

Figure 2-2. Existing Gate



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Power and Communications:

The Municipality will provide power to a termination point at the gate location, via an underground conduit from the UV Building. It will be the responsibility of the contractor to connect power to the automatic gate and readers from the termination point as required.

The Municipality will provide an underground communications conduit with a pull string from the storage room of the Regional Laboratory building to the UV building, and from the UV building to a termination point at the gate location. It will be the responsibility of the contractor to run communications cable from the network rack in the storage room of the Regional Laboratory to the termination point, and to make connections to the automatic gate and readers as required.

Figure 2-3. Regional Laboratory Building



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Controls:

Readers must be compatible with Kantech Entrapass.

The contractor shall install a KT-400 Ethernet-Ready Four-Door Controller in the storage room of Regional Laboratory building.

Fencing Upgrades:

The existing page wire fence around the facility requires repairs. To facilitate the repairs, a $20,000 + HST allowance will be included in this contract for this component of the project. Bidders must describe what repairs will be completed using the fencing allowance, which will contribute to the Methodology scoring of the proposal evaluation.

Safety Certification:

Submit a copy of Bidder’s current and valid Certificate of Registration issued by a Worker’s Compensation Board approved audit company.

Submit a copy of Bidder’s current valid clearance letter, issued by the Worker’s Compensation Board of Nova Scotia.

Bid Security:

Provide Bid Security in amount of 10% of the Total Amount Payable with Proposal in the form of a Certified Cheque or Money Order payable to the Owner, or a Bid Bond on CCDC Form 220.

The Bidder shall, prior to commencement of the Work, provide the Owner a Performance Bond and a Labour and Material Payment Bond, each in the amount of 50% of the project price. Include the cost of providing security in project price. Should it become apparent that the final cost of the project will exceed the project price by more than 10%, the Bidder shall arrange to have the security reissued, based on the projected final cost

3. TERMS AND CONDITIONS **Note: General Terms and Conditions are found in Appendix A.

4. CLARIFICATION & ADDENDA

i. All questions concerning this RFQ shall be directed to the following: Tim Bouter, P.

Eng.; Manager of Engineering Services (690-2219). Any attempt by the Proponent or any of its employees, agents, contractors, or representatives to contact members of Municipal Council or Municipal staff not identified in this clause may lead to disqualification.

ii. Notify Engineer not less than 4 working days before RFQ Closing of omissions, errors or ambiguities found in RFQ terms of reference. If Engineer considers that correction, explanation or interpretation is necessary; a written addendum will be



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posted on the Municipality’s procurement website — http://www.county.kings.ns.ca/business/tenders.aspx — no later than 48 hours before RFQ Closing. The Municipality will not maintain a plan takers’ list; prospective bidders shall be responsible to review the website for any addenda that have been issued.

iii. All addenda will form part of the RFQ terms of reference. iv. Any changes to this RFQ shall be stated in writing by Addenda. Verbal statements

made by Municipal staff or their representatives shall not be binding. v. Confirm in Proposal that all addenda have been received.

5. FORM OF AGREEMENT The successful bidder shall be required to sign the Form of Agreement contained in Appendix B upon Notice to Proceed.

6. MANDATORY SITE MEETING

A mandatory site meeting will be held on June 27, 2019 at 10:00 a.m. at the project site. Proponents are encouraged to attend this site meeting to gain a full understanding of existing site conditions and requirements.

7. QUALIFICATIONS AND QUOTATIONS Due to the specialized nature of the work, it is essential that a Bidder of demonstrated capability be chosen. Therefore, the Municipality requires the submission of qualifications and references in conjunction with bid submissions. Bidders must demonstrate an experience base and proficiency specific to this type of project. To determine the acceptability of a Bidder, the Municipality requires the following information be provided in the submissions:

Methodology o Description of proposed gate design o Description of proposed gate construction method o Description of fencing repairs that will be completed using the $20,000 + HST

allowance o Project schedule

Vendor Qualifications/Equipment o Corporate Profile

Include Company Name, Contact Person, Address, Email/Website, Contact Phone Number

http://www.county.kings.ns.ca/business/tenders.aspx



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o Project Team Include key personnel proposed for the job, with qualifications and

experience Include a list of sub-bidders and the work they will complete under this

contract

o Equipment Include a complete list of equipment for each component of the project

Vendor Experience o Related Projects o Submit three (3) References from clients requesting similar work within the last

5 years

Contract Price o Separate into the following components:

a. Price for gate and associated work b. $20,000 + HST allowance for fencing repairs c. Total Price (a+b)

8. EVALUATION PROCESS Bids will be evaluated by Municipal Staff and a recommendation provided to Municipal Council. A decision on the successful bid will be based on:

Methodology — 30 points

Vendor Qualifications/Equipment — 20 points

Vendor Experience — 20 points

Pricing — 30 points Additional conditions for the evaluation process are presented in the General Terms and Conditions provided in Appendix A of this RFQ. 9. SUBMISSIONS

All bids shall be provided on company letterhead. Any bids represent an irrevocable offer and shall be valid for a period of 60 days following the closing date for submissions. All bids must be received before 2:00 PM local time July 4, 2019. Three hard copies of proposals (and one electronic pdf version on memory stick or dvd) containing the information noted in this RFQ are to be submitted as follows: Submit in a sealed opaque envelope plainly marked “Contract No. 19-21: Regional STP Gate and Fencing Upgrades.”



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If delivered by mail, address to:

Engineering and Public Works Municipality of the County of Kings PO Box 100 Kentville, NS B4N 3W3

If delivered by hand, deliver to:

Front Counter of the reception area at the Municipal Offices (181 Coldbrook Village Park Drive, Coldbrook, Nova Scotia, B4R 1B9) for deposit in the tender box until the RFQ closing. Please note the change in address from the Municipality’s former location.

10. PROJECT TIMELINE This project is expected to be awarded by July 18, 2019. Upon receipt of the Notice to Proceed, the following milestones shall be observed:

Kick-off meeting within 1 week of receiving the Notice to Proceed.

Project Completion by November 1, 2019. 11. CONTACT INFORMATION For questions concerning specifications, work requirements or application, contact: Tim Bouter, P. Eng. Manager of Engineering Services Municipality of the County of Kings

181 Coldbrook Village Park Drive Coldbrook, NS

Phone: (902) 690-2219 Fax: (902) 679-3472



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Appendix A — RFQ General Terms and Conditions The following is the general terms and conditions for the Request for Qualifications (RFQ) except as modified by addenda issued by the Municipality of the County of Kings (Municipality) prior to the RFQ closing date. 1. NOTICES

1.1 By submitting a response to the RFQ, the Bidder represents and warrants that such bid is genuine and not false and collusive or made in the interest or in behalf of any person therein named, and that the Bidder has not, directly or indirectly, induced or solicited any other bidder to put in a false bid, or any other person, firm or corporation to refrain from bidding, and that the Bidder has not in any manner sought by collusion to secure to the Bidder an advantage over any other bidder.

1.2 If at any time it shall be found that the person, firm or corporation to whom a contract has been awarded has in presenting any bid or bids, colluded with any other party or parties, then the contract so awarded shall be liable to the Municipality for all loss or damage which the Municipality may suffer thereby; and the Municipality may advertise for a new contract and for said labour, supplies, materials, equipment or service. Unauthorized conditions, limitations or provisions attached to an RFQ may cause its rejection.

1.3 The Bidder, by submitting a bid, shall represent and warrant that he / she has sufficiently informed themselves in all matters affecting the performance of the work or the furnishing of the labour, supplies, materials, equipment, or service called for in the quotation documents; that he/she has checked their bid for errors and omissions; that the amounts stated in his/her bid are correct.

1.4 The Bidder shall confirm in their submission that the Bidder agrees to abide by the terms and conditions outlined in the RFQ. Submissions which do not have this confirmation will not be considered.

2. CLARIFICATION AND ADDENDA

vi. All questions concerning this RFQ shall be directed to the following: Tim Bouter, P. Eng.; Manager of Engineering Services (690-2219). Any attempt by the Proponent or any of its employees, agents, contractors, or representatives to contact members of Municipal Council or Municipal staff not identified in this clause may lead to disqualification.

vii. Notify Engineer not less than 4 working days before RFQ Closing of omissions, errors or ambiguities found in RFQ terms of reference. If Engineer considers that correction, explanation or interpretation is necessary; a written addendum will be posted on the Municipality’s procurement website — http://www.county.kings.ns.ca/business/tenders.aspx — no later than 48 hours before RFQ Closing. The Municipality will not maintain a plan takers’ list;

http://www.county.kings.ns.ca/business/tenders.aspx



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prospective bidders shall be responsible to review the website for any addenda that have been issued.

viii. All addenda will form part of the RFQ terms of reference. ix. Any changes to this RFQ shall be stated in writing by Addenda. Verbal statements

made by Municipal staff or their representatives shall not be binding. x. Confirm in Proposal that all addenda have been received.

3. PRIVILEGE

3.1 The Municipality reserves the right to suspend or cancel any RFQ at any time for any reason without penalty.

3.2 The Municipality reserves the right to reject any and all bids or accept any bid or part thereof and may award all or a portion of the work to one or more bidders.

3.3 The Municipality reserves the right to accept other than the lowest fee offered. 3.4 The Municipality reserves the right to award a contract on the basis of the initial

offers received, without discussions or requests for best or final offers. 3.5 The Municipality reserves the right to waive any informalities, formalities,

technicalities or to reject any or all RFQs based on the Bidder’s lack of proven experience, performance on similar projects or the suitability of proceeding with the execution of the work.

3.6 In the event that a number of suppliers submits bids in substantially the same amount or score, the Municipality may, at its discretion, call upon those bidders to submit further bids.

3.7 The Municipality reserves the right to inspect any products supplied as a result of this quotation, either during or after manufacture and delivery, and shall be the sole judge as to whether product supplied meets specifications.

3.8 The Municipality reserves the right to reject any bidder if after an investigation of the evidence submitted by the Bidder fails to satisfy the Municipality that the Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

3.9 No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the Municipality or otherwise, which are inconsistent with the provisions contained herein.

4. CONFIDENTIALITY

4.1 RFQ documents (including all attachments and appendices) may not be used for any purpose other than the submission of a proposal.

4.2 By submitting a proposal, the Bidder agrees to public disclosure of its contents subject to the provisions of the Municipal Government Act relating to Freedom of Information and Protection of Privacy. Anything in the submission that the Bidder considers to be “personal information” or “confidential information” of a proprietary nature should be marked confidential and will be subject to appropriate consideration of the Municipal Government Act as noted above.



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4.3 The work described in any RFQ is being conducted with public funds, and the fees and expenses proposed in the Bidder’s submission will be made public.

5. LAW

5.1 The law applicable to the RFQ and any subsequent agreements shall be the law in force in the Province of Nova Scotia.

5.2 In responding to the RFQ, bidders warrant their compliance with all appropriate Municipal, Provincial and Federal regulations, laws and orders.

5.3 Respondents must agree to indemnify the Municipality and its employees if they fail to comply, and the Municipality reserves the right to cancel any agreement arising from the RFQ if the proponent fails to comply with the above.

5.4 The successful bidder shall indemnify the Municipality, its officers and employees against and damage caused to the Municipality as a result of any negligence or unlawful acts of the successful bidder, its employees, agents or manufacturer of the products sold to the Municipality. Similarly, the successful bidder shall agree to indemnify the Municipality, its officers and employees against any claims or costs initiated by third parties as a result of any negligence or wrongful acts of the successful bidder, its employees, agents or manufacturer of the products sold to the Municipality.

6. SUBMISSION AND EVALUATION

6.1 Preparation: All expenses incurred in the preparation and presentation of submissions of the response to the RFQ is entirely the responsibility of the Bidder. This includes but is not limited to labour, materials and the cost of site visits if applicable.

6.2 Method of Submission: Hard copy proposals will be the only form accepted. E-mail, facsimile, or telephone proposals will not be considered.

6.3 Completeness: It is the Bidder’s responsibility to ensure that their submission is complete and is delivered to the Municipality by the date and time indicated. Proposals submitted after the above noted time will be returned unopened.

6.4 Changes to Submissions: Changes in a submission will only be considered if submitted in writing in a sealed envelope, and providing such change is received by the Engineering and Public Works Section prior to the established closing date and time. E-mail and fax amendments or withdrawals shall not be accepted. Changes to a submission will not be accepted after the established closing date and time.

6.5 Evaluation Process: The evaluation of submittals from eligible bidders will be a two-step process:



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Step #1 is a technical evaluation for the Methodology, Vender Qualifications and Vendor Experience criteria as listed in the RFQ document. The technical evaluation will be conducted by Municipal staff. This will count for 60 points out of 100. Step #2 is the evaluation of the proposed fee for the work and will count for the remaining 40 points out of 100. The proposal with the lowest cost will receive 40 points, and all other proposals will be ranked on a linear relationship such that a proposal at twice the cost would receive half the points.

7. QUOTATIONS

Prices must be in Canadian funds, and shall include all handling, freight, duty, and any other charges, which are applicable at time quotation is awarded. It is the responsibility of the Bidder to find out from the appropriate authorities what rates and charges are applicable to this quotation.

8. PAYMENT

Reimbursement will be on a lump sum basis that may be invoiced on a percentage basis throughout the project. The Bidder is to submit a completed “Progress Claim” form provided by the Municipality with the Bidder’s invoice attached. Payment requests submitted without this documentation will not be accepted.

9. DATA AND DOCUMENTS

All data materials, and information collected and work products created (i.e. drawings, calculations, reports) either directly for, or in support of the work outlined in the RFQ is the property of the Municipality. The Bidder shall not be permitted to publish or in any way use said information without the expression or final approval of the Municipality of the County of Kings.

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Appendix B — Form of Agreement

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FORM OF AGREEMENT – REGIONAL STP GATE AND FENCING UPGRADES This Agreement made on the ______ day of __________ in the year_____. BY AND BETWEEN MUNICIPALITY OF THE COUNTY OF KINGS (hereinafter called the "Client") And _______________________________ _______________________________

_______________________________ (hereinafter called the "Contractor") The Client and the Contractor agree as follows: 1. We agree to be bound by and comply with the provisions included in this Form and the

attached Terms of Reference for the Regional STP Gate and Fencing Upgrades hereafter referred to as the “Contract Documents”.

2. The Contractor shall perform the Work specified in the Contract Documents, for which the Agreement has been signed by the parties.

3. The Contract supersedes all prior negotiations, representations or agreements, either written or oral relating in any manner to the work.

4. The estimated Contract Price is $___________ (Canadian Funds) excluding HST. This constitutes maximum amounts payable to the Contractor for its performance of the Services, and the Contractor shall not be entitled to any additional compensation for its performance as described in this Agreement.

5. Without limited the generality of the Section 4, the Contract Price may be modified if both parties agree in writing to amend the work outlined in the Contract Document, including the Contractor performing additional services at the request of the Client.

6. The Contractor is an independent contractor and not the servant, employee, partner or agent of the Municipality.

7. Notices in writing between the parties shall be considered to have been received by the addressee on the date of delivery if delivered to the individual, or to a member of the firm, or to an officer of the corporation for whom they are intended by hand, or by registered post; or if sent by regular post, to have been delivered within five (5) working days of the date of the mailing when addressed as follows:

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.1 The Client at:

Municipality of the County of Kings Engineering and Public Works Municipality of the County of Kings PO Box 100 Kentville, NS B4N 3W3

.2 The Contractor at: _______________________________

_______________________________

_______________________________

8. The aforesaid Contract Documents are to be read into and form part of the Agreement

and the whole shall constitute the Contract between the parties and subject to law and the provisions of the Contract Documents shall enure to the benefit of and be binding upon the parties hereto, their respective heirs, legal representatives, successors and assigns.

9. No action or failure to act by the Client or Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specifically agreed in writing.

10. Time shall be construed as being of the essence in this Contract.

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IN WITNESS WHEREOF the parties hereto have executed this Agreement under their respective corporate seals and by the hands of their duly authorized representatives.

SIGNED, SEALED AND DELIVERED In the Presence of:

OWNER (SEAL)

________________________________ Name of Owner

WITNESS ________________________________ ________________________________ Signature Signature ________________________________ ________________________________ Name and Title of Person Signing Name and Title of person Signing

________________________________ Signature

________________________________

Name and Title of person Signing

CONTRACTOR (SEAL)

________________________________ Name of Contractor WITNESS ________________________________ ________________________________ Signature Signature ________________________________ ________________________________ Name and Title of Person Signing Name and Title of person Signing

________________________________ Signature

________________________________

Name and Title of person Signing

N.B. Where legal jurisdiction, local practice or Owner or Contractor requirements calls for (a) proof of authority to execute this document, attach such proof of authority in the form of a certified copy of a resolution naming the representative(s) authorized to sign the Agreement for and on behalf of the corporation or partnership, or (b) the affixing of a corporate seal, this Agreement should be property sealed.

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